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ACL IN PRACTICE
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ACL 9
December 2007
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200711071500
C ONTENTS
Chapter 1: Introducing Metaphor Corporation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Tutorial objectives .............................................................................................................. 2
About Metaphor Corporation ............................................................................................ 3
Metaphor credit card policies ..................................................................................... 4
Acceptable category codes .......................................................................................... 5
Metaphor data files ...................................................................................................... 5
Plan your analysis ............................................................................................................... 6
Preliminary investigation ............................................................................................ 6
General tips to consider ............................................................................................... 7
Chapter review .................................................................................................................... 8
Chapter 2: Examine employee data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Examine the employee list ................................................................................................ 10
Open and view the employee data project ................................................................ 10
Get a statistical picture .............................................................................................. 11
Look for duplicate records ........................................................................................ 13
Examine employee salaries and bonuses ......................................................................... 14
Find total bonuses paid in 2002 ................................................................................ 15
View salaries in descending and ascending order .................................................... 15
View employees hired in 2002 ................................................................................... 16
Determine bonus as a percentage of salary ............................................................... 17
Exercises ..................................................................................................................... 18
Chapter review .................................................................................................................. 19
Chapter 3: Set up your project . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Start your project in ACL ................................................................................................. 22
Create a project in ACL ............................................................................................. 22
Import your data files as tables .................................................................................. 23
Exercise ...................................................................................................................... 27
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C HAPTER 1
In this chapter
Review the tutorial objectives
About Metaphor Corporation
Look at your files
Plan your project
Tutorial objectives
In this tutorial you will:
ACL in Practice
ACL in Practice
Entertainment
Office and
professional
Airfare
Restaurants
Hotel
Drinking places
Dues for
membership clubs
Taxi
Boat
charters/rentals
Restaurants
Rental cars
Long-distance bus
tickets
Caterers
Bakeries
Dues for
professional
organizations
Dues for fraternal
organizations
Travel
Entertainment
Client service
Professional development
Amusement parks
Computers,
computer parts, and
software
Golf courses
Office supplies
Travel agencies
Toll and bridge fees
Sporting events
Recreational
services
Books and
periodicals
Tourist attractions
Theater tickets
Tour buses
Musicians
Bowling alleys
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Acceptable_Codes.mdb
This Access database file has a list of acceptable
codes from the Merchant Category Code list.
Credit_Cards_Metaphor.xls
This Excel worksheet lists credit card information.
Company_Departments.txt
This tab-delimited file contains a list of
departments and their internal numbers.
Employees.cvs
This comma-delimited text file lists the employee
names, employee numbers, and credit card
numbers.
Trans_April.xls
This Excel worksheet lists the credit card
transactions for April 2003.
Unacceptable_Codes.txt
This tab-delimited text file contains a list of
unacceptable codes from the Merchant Category
Code list.
Preliminary investigation
Because the tutorial includes ready-made data, you do not
have to perform any preliminary investigation of the data.
In general, however, you should investigate the data you
want to use before you proceed.
Consider these questions:
Can you derive the data you need from the data
you already have?
Before you import a file into your project, look at the file
in its original format. For example, you can open a
Microsoft Excel worksheet to see what it looks like, or you
can open a text file in Notepad.
In a large file, such as a database that contains millions of
records, it might be impractical to look at the data in its
original format. In that case, you can ask your IS
department for a description of the fields and the field
sizes. If possible, review an excerpt of the file to get a
better understanding of its content.
For example, if you want to analyze some aspects of
customer invoices over the period 1999 to 2002, the data
might exist in a comprehensive database that is in a form
ACL in Practice
Comments
Company Name
30 characters, Text
Amount
12 characters, Text
Date of Invoice
10 characters, Date,
DD/MM/YYYY
Date_Payment
10 characters, Date,
MM/DD/YYYY
ACL in Practice
Chapter review
In this chapter you learned:
ACL in Practice
C HAPTER 2
In this chapter
Examine the employee list
Examine salaries and bonuses
10
1 Open ACL.
2 Select File Open Project. Browse to locate the
C:\ACL Data\Sample Data Files folder. Select
Metaphor_Employee_Data. Click Open.
If your installation of ACL did not use the default folders, this file
may be located elsewhere on your system.
Notice that the Project Navigator pane is at the left of the
window, and the table view is at the right. On the
Overview tab, you can access the tables, scripts, and log.
In this project there are two tables: Agents_Metaphor
and Employee_List. The Agents_Metaphor table lists all
of Metaphors independent sales agents around the world.
The Employee_List lists all of the Metaphor employees at
the head office.
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11
2 Select all of the fields and click OK. ACL displays the
results.
If you scroll down, you can see that the earliest hiring date
is 01/05/1995 and the latest hiring date is 12/19/2002.
Some of the information provided is not useful, such as
the total of the HireDate field values, so you can disregard
this information.
12
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13
Tasks
Find the total amount of paid bonuses.
View salaries in ascending and descending order.
View employees hired in 2002.
Calculate bonus as a percentage of salary.
14
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15
6 Click OK.
7 View the filtered records.
8 Select Analyze Count Records and click OK.
Look at the bottom of the ACL window. Note that there
are 17 records showing up with this filter. This means 17
employees were hired in 2002, according to this list.
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7 Click OK.
8 In the Format list, enter 999999.99%.
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17
13 Close the view and click Yes when ACL prompts you
to save.
Exercises
1 Can you run the Profile command on just the
HireDate in the Employee_List? Run the Statistics
command on just the HireDate.
What results do you get? When are the Statistics and
Profile commands useful?
18
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Chapter review
Chapter review
In this chapter you accomplished the following tasks:
Opening a project
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20
ACL in Practice
C HAPTER 3
S ET UP YOUR PROJECT
In this chapter
Manage projects in ACL
Import files into a project
Check and verify the data
21
Tasks
Create a project in ACL.
Import your data files as tables.
Other data import scenarios.
22
ACL in Practice
2 Double-click Credit_Cards_Metaphor.xls.
3 Click Next. ACL displays the Data Source screen.
4 Select the worksheet. Enter a value in the Maximum
Character Field Length box. Click Next. ACL
displays the Save Data File As dialog box.
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23
9 Click Next.
The wizard provides a summary of the file.
24
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25
Acceptable_Codes
Company_Dept
Credit_Cards_Metaphor
Employees
Trans_April
Unacceptable_Codes
table, or when you close the project. Click Yes to save the
work you have done on each table.
You can stop following the tutorial at any point by closing and
saving the project.
26
ACL in Practice
Exercise
Save the existing project under a new name,
ACL_Tutorial_Metaphor_Test, using File Save As.
Continue working with the original project,
ACL_Tutorial_Metaphor.
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27
Names
Before you begin your analysis, check the table layout for
each table to determine whether:
Files
Dates
Transaction Amounts,
Finance Charges, and
Credit Limits
28
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4
5
6
7
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29
5 Click OK.
You should have zero data validity errors.
You have now verified all fields in the table.
3 In the Notes tab, enter the current date and time, and
a short summary of what you plan to accomplish.
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Description
4 Click OK.
Any notes you add to a table do not affect the table data.
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31
Exercise
Verify the data for at least one other table in the
ACL_Tutorial_Metaphor project.
Chapter review
In this chapter you accomplished the following tasks:
Creating a project.
You have not actually done any analysis of the data yet, but
you have set the project up so that it is ready.
32
ACL in Practice
C HAPTER 4
In this chapter
Determine total liability
Extract expiring card numbers
Find transactions for a customer
Check credit card balances
So far, you looked at a project plan, worked on a simple project, started a new
project, added data to the project, and verified the data. You now use ACL to
perform simple analysis of your data.
In this chapter, you use simple procedures to obtain general information
about your data. You look at the credit limits and the credit card balances to
get information about Metaphors financial liability and credit card usage
patterns.
33
3 Click OK.
4 Select Analyze Count Records. Click OK. The
status bar shows that 8/200 records fit the criteria of
having an expiry date of January 1, 2004 or earlier.
What is your result? Your total should be 1,440,800.
You can export the results to another file format if you
want to save the result. You can also view the results in the
log if you come back to the project later.
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ACL in Practice
You can then attach the text file to an e-mail, print it out,
or manage it in whatever way you want.
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3 Click OK.
You get exactly the same results with this filter as you
did using the FIND( ) function.
When you apply a filter to data, and you want to save the
results, you have several options. You can:
5 Click OK.
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Exercises
Exercises
1 Extract the records with a NEWBAL value greater
than 1000 to a new table for later analysis.
Chapter review
In this chapter, you:
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ACL in Practice
C HAPTER 5
In this chapter
Find the total expenses for each
category code
Determine specific transaction
information
In the previous chapters, you worked with ACL to gain familiarity with your
data and you performed some preliminary analysis of the data. Now the
accounting department at Metaphor Corporation wants you to provide
information about spending patterns in the April credit card transactions. If
you can develop a useful analysis plan, you will be asked to perform analyses
for other months.
Once you provide information about the spending patterns, Metaphor might
be able to economize by choosing a single vendor in some cases, or by
obtaining bulk discounts, or by further limiting the acceptable categories of
transactions. You will also look at expenses on a per-customer basis so that
Metaphor can use the results to determine whether the money is being spent
effectively.
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ACL in Practice
View the new table. Note that the COUNT field indicates
the number of transactions per code. You can do a Quick
Sort Descending on the AMOUNT field to see where the
most money was spent. You can also use this table for
further analysis.
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43
5 Click OK. The Edit View Filter dialog box closes. You
now have a filtered view of the transactions that
displays transactions with Merchant Category Codes
between 3000 and 3750.
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ACL in Practice
1 Open Trans_April.
2 Click the Edit View Filter
You can use the Total command to find the total spending
on these two categories. You could apply further filtering.
You could also extract the transactions to a new table.
4 Click OK.
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45
Exercises
1 Total the expenses for airfare, hotel stays, and rental
cars separately.
46
ACL in Practice
Exercise
Use the Classify command to create a table that lists
the total transactions on a per-customer-number
basis.
6 Close the view and click Yes when ACL prompts you
to save.
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47
Chapter review
In this chapter you accomplished the following tasks:
48
ACL in Practice
C HAPTER 6
A NALYZE TRANSACTIONS
In this chapter
Determine which transactions
are unacceptable
Identify the employees who
made unacceptable transactions
Report your findings
49
Acceptable
Unacceptable
One table lists the acceptable codes and one table lists the
unacceptable codes. Codes that are not listed in either
table are conditional.
To find all unacceptable transactions, proceed through
the following tasks.
Tasks
Check the code tables for obvious errors.
Identify transactions that have unacceptable codes.
Identify the employees who made the unacceptable transactions.
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ACL in Practice
another related table so that you can see fields from both
tables in a single view. If you want, you can then extract
any or all of the fields from the related tables to a new
table.
Because the Join command creates a new table based on
the two original tables, you generally use the Relations
command instead of Join if the original tables are very
large.
To learn more about Join and Relations, select Help Index and
look up combining tables.
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51
button.
8 Close the view and click Yes when ACL prompts you
to save.
Codes_Sub_Acceptable.
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CARDNUM
AMOUNT
TRANS_DATE
CODES
CUSTNO
DESCRIPTION
Codes
Description
ACL in Practice
53
button.
5 Click OK.
window.
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ACL in Practice
8 Expand the Name column so that you can see the field
names. Double-click
Unacceptable_Codes.Codes_Sub_Unacceptable.
9 Click OK.
Now that you have the Codes_Sub_Unacceptable field
from the Unacceptable_Codes table in the view, the
records without unacceptable codes display blanks in the
Codes_Sub_Unacceptable field.
If you link the wrong fields, right-click the line and
select Edit Relation. Select the fields that you want to
link, and click OK.
5 Click Finish.
Next, you will add the Codes_Sub_Unacceptable
field from the Unacceptable_Codes table to the view.
ACL in Practice
55
3 Close the view and click Yes when ACL prompts you
to save.
Employee name
Department
Transaction amount
Transaction date
Transaction code
Tasks
Determine the department of employees whose cards were used for
unacceptable transactions.
Create a list of employees whose cards were used for unacceptable
transactions.
Create a report of the employees whose cards were used for
unacceptable transactions.
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button.
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57
button.
5 Click Finish.
Your next step is to add the Dept_Name column to the
view.
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ACL in Practice
First_Name
Last_Name
CardNum
Company_Dept.
Table Layout.
6 Click OK.
7 In the To field, enter Employees_Dept. Click OK.
Click Yes when ACL prompts you to save.
The new Employees_Dept table opens in the view.
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59
Employees_Dept.Dept_Name
Click OK.
First_Name
Last_Name
Dept_Name
AMOUNT
DESCRIPTION
TRANS_DATE
CARDNUM
Codes_Sub_Unacceptable
CUSTNO
You can now see the list of employees whose credit cards
were used to charge unacceptable transactions. You can
rearrange and adjust the fields as necessary so that the
view is attractive.
4 Click Finish.
Three tables, Trans_April_Unacceptable,
Unacceptable_Codes, and Employees_Dept, are
now related.
In the view, you now add all of the columns that you
want to include in the final report.
60
Employees_Dept.First_Name
Employees_Dept.Last_Name
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Chapter review
Exercises
1 Create a report that lists all acceptable transactions.
The procedures will be the same as for the report that
lists unacceptable transactions, except you will use the
Acceptable_Codes list as the basis for comparison.
Using Relations, create a view that displays the
following information:
Employee name
Department
Transaction date
Transaction code
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ACL in Practice
C HAPTER 7
In this chapter
Organize your project with
folders
Expand your project to include
May transactions
Combine May transactions into a
single table
Correct card number and
employee lists
So far, you have planned a project, created a project, added data to a project,
and analyzed it. You based your analysis on Metaphors April 2003 credit card
transactions.
Now you have been asked to analyze the May 2003 transactions.
Unfortunately, these transactions are in two separate files, and the data is not
as neat as the April 2003 transactions. You must perform additional steps to
get the data into a state that you can analyze readily. Once you repair the
transaction data, you extract the data to new tables.
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65
1 Open Trans1_May.
2 In the view, right-click the AMOUNT column and
select Quick Sort Descending.
button to
ensure that ACL displays subsequent command results
in addition to the pinned results.
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4 Click Add All. Click OK. You are extracting all of the
fields in the order listed.
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68
ACL in Practice
Exercises
ACL in Practice
69
button.
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71
Press ENTER.
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ACL in Practice
2 Select Fields.
3 Select the fields you want to export in the order you
want them to appear. The fields will appear in the
Excel worksheet in this order, from left to right.
You can also select the path for the file. If you enter just the
filename, the new file will be saved to the last folder that
you used to store your ACL data.
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73
Exercises
1 Suppose you wanted all card numbers to have the
form: xxxx-xxxx-xxxx-xxxx. What strategy
would you follow to create a computed field like that?
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ACL in Practice
Chapter review
ACL in Practice
Chapter review
In this chapter you accomplished the following tasks:
75
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Index
I NDEX
A
Absolute value
Profile command results 12
Acceptable_Codes.mdb
data file 5
Access. See Microsoft Access data
Account number categories
Metaphor Corporation 4
Allowable expenses
Metaphor Corporation 4
ALLTRIM( ) function
using 43, 45, 52, 54, 57, 59, 70
Analysis strategy
planning 7
Analytical strategy
planning 6
Append option
Extract command 67
Applications
exporting to other 35
Ascending
Quick Sort order 15
ASCII
data type 28
ASCII data
formatting in expressions 36
Audit trail
leaving 53
log tab 15
B
Backup copy
77
ACL project 26
BETWEEN( ) function
using 43
Blank entries
removing 55
Blanks
removing leading and trailing 45, 70
Bonuses
finding total 15
C
Calculated fields. See Computed fields
Categories
data type 29
expense, Metaphor Corporation 4
Cells
blank 55
Character data
applications 28
formatting in expressions 36
numerals in 24
Characteristics of data
checking 27
Checkmark
green 17
Classify command
using 46
Code categories
Metaphor Corporation 5
Codes
acceptable 5
common 51
comparing 54, 57
Column titles
changing 25
and field names 25
Column width
changing in view 17
Columns
adding to view 52, 54, 58, 72
changing sort order in view 10, 15
removing from view 55
Combining data
methods 67
Command
defined 15
Command line
using 66
Command results
viewing details 13
Commands
Classify 46
Count 11, 16
DISPLAY 66
Duplicates 13, 69
Export 35, 73
Extract 56, 58
Join 50
Profile 12
Relations 50, 54, 58, 60
running on single fields 11
selecting fields to include 13
Statistics 11
Summarize 42
Total 15, 34
Verify 68
Comma-separated-value files
Index
importing 25
Company_Departments.txt
data file 5
Computed fields
adding to view 57
creating 17, 52, 54
Conditions
multiple 38
Count command
using 11
COUNT field
Summarize command 42
Credit card policies
Metaphor Corporation 4
Credit cards
finding expiry date 34
Credit_Cards_Metaphor.xls
data file 5
Credit_Cards_Metaphor.xls worksheet
importing 23
CSV files
importing 25
Cycle of analysis
typical 6
D
Data
appending 67
combining 50
errors
eliminating 7
exporting 35
filtering 72
format information 7
importing through the wizard 22
integrity testing 13, 27
isolating specified portions 43
modifying with computed fields 28
78
Documentation
project 30
Double entries
finding 13
Drill-down filter
command results 13
Duplicate records
finding 13
Duplicates command
using 13, 69
E
Edit Field Properties screen
using 24
Edit view filter
dialog box 16, 17, 34
Employee numbers
finding duplicates 13
Employees.cvs
data file 5
Empty cells
removing 55
End of file record
deleting 73
Entries
duplicate 13, 55, 69
invalid, displaying 70
Errors
data validity 30
data-entry 7, 69
testing for 65
validity 68
Excel. See Microsoft Excel data
Expenses
allowable
Metaphor Corporation 4
isolating 43, 45
summarizing by code 42
Index
Expiry dates
finding 34
Export
using Excel format 73
Export command
using 35, 73
Expression
defined 16
Expression Builder
See also Edit view filter
functions list 35
opening 52
using 17
Expressions
checking syntax 36
creating and saving 17
formatting
character data 36
multiple conditions in 38
Extract command
append option 67
using 44, 56, 58
F
Field length
changing 66
checking 51, 53, 59
Field names
and column titles 25
importing from data file 24
Field order
changing in the view 10
selecting for export 73
Field separators
specifying 24
Field totals
finding 34
Field type. See Data type
79
Field width
adjusting in view 17
Fields
adding to view 52, 54, 58
blank entries in 55
changing order 60
combining from multiple tables 50
computed 28, 52, 54
editing 28
eliminating invalid characters 70
harmonizing 51, 53, 59
key 51, 66
ordering sequentially 67
removing from view 55
sort order 15, 37
verifying content 27
Files
importing 23
Metaphor data 5
Filters
applying multiple 45
creating 16, 34, 72
removing 13, 17
saving 37
setting multiple conditions 38
FIND( ) function
using 35
Folders
creating 64
Format
data
checking 27
data file 6
date expressions 16
expression
verifying 36
invalid 70
Formats
export 35
Functions
ALLTRIM( ) 43, 45, 57, 70
BETWEEN( ) 43
FIND( ) 35
INCLUDE( ) 71
MAP( ) 70
MATCH( ) 45
nesting 70
SUBSTRING( ) 52, 54, 57
using 35
G
Green checkmark
saving changes 17
H
Harmonization
key fields 51, 53, 59
Header rows
using as field names 24
Headings
and column order 10
and sort order 15
History
project 30
HTML
report format 61
Hyperlink
command results 13
I
Identical
entries, finding 69
records, finding 13
Import
CSV files 25
Index
J
Join command
compare with Relations 50
using 52
M
MAP( ) function
using 70
MATCH( ) function
isolating data 45
Maximum value
Profile command results 12
MDB files
importing 25
Merchant Category Code list
about 5
Metaphor Corporation
about 3
Methodology
documenting 30
Microsoft Access data
importing 25
Microsoft Excel
data, importing 23, 65
export format 73
Minimum value
Profile command results 12
Multiple tables
working with 67
K
Key fields
preparing 51, 53, 59
L
Length of field
checking 51, 53, 59, 66
Link
See Hyperlink, command results
Log tab
viewing command entries 15
Logical expressions
filtering data 16
80
N
Navigator pane
about 10
Nested functions
using 70
Notes tab
displaying 11
using 30
Number of records
counting 11
Numerals
using as character data 24
Numeric data
alpha characters in 30
Profile command 11, 12
Statistics command 11
O
Objectives
tutorial 2
Operators
using in filters 38, 45
OR statement
MATCH( ) function 45
Order
ascending or descending 15, 37
columns in the view 10
Order of fields
arranging in view 67
Output fields
selecting 13
Overview of data
obtaining 11
Overview tab
about 10
organizing 64
P
Plain text
export format 35
Policies
credit card usage 4, 5
Profile command
using 12
Project methodology
documenting 30
Project Navigator
location 10
Project planning
Index
analysis strategy 7
Projects, ACL
about 10
adding data 23
creating 22
opening 10
organizing 64
saving 26
viewing content 11
Properties of ACL project
displaying 11
Push-pin button
about 66
Q
Quick Filter
using 55
Quick Sort
about 15
using 37
Quotation marks
character data 36
date data 16
R
Ranges of data
finding 43
Record layout. See Data, format information
Record of commands
Log tab 15
Records
counting 11, 68, 72
extracting 44, 56, 58
invalid
filtering out 73
sorting 37
Relations command
81
S
Save
automatic 26
Save the Open Project
button 26
Screen
ACL
described 10
Scripts
writing 66
Search for substrings
using FIND( ) 36
Separators
field 24
Single fields
selecting 11
Sort
Quick 37
Soundness of data
testing 13
Sources
data 6
Spaces
eliminating 45, 70
trimming 43
Start positions
checking 66
Statistics command
using 11
Strings
comparing 70
finding 36
SUBSTR( ). See SUBSTRING( ) function
SUBSTRING( ) function
using 52, 54
Substrings
finding 36
Summarize command
using 42
Summary
tutorial objectives 2
T
Table Layout window
changing data type 35
checking data characteristics 27
displaying 17
Table layouts
comparing 66
editing 28, 65
Tables
adding new columns 52, 54, 58
appending 67
arranging
Relations dialog box 55
combining 50
Company_Dept 57
creating 23
Employees 57
empty 53
exporting 35, 73
extracting records 56, 58
joining 52
Index
methods of combining 67
moving to new folder 64
opening 11
relating 54, 58, 60
removing blank entries 55
saving 26
Unacceptable_Codes 23
Tabs
displaying multiple results 66
Task sheet
sample 30
Test data
using to refine strategy 7
Text
export format 35
Text files
importing 23
Titles of fields
importing 24
Total command
using 15, 34
Total values
Profile command results 12
Totals
accumulating per value 46
Trans_April worksheet
importing 23
Trans_April.xls
data file 5
Transaction totals
per credit card 46
Transactions
comparing 54
identifying unacceptable 53
isolating by category 43
split 69
summarizing by code 42
Type
drop-down list 35
82
Type of data
changing 24
finding 28
U
Unacceptable_Codes.txt file
about 5
importing 23
Use first row as field names
option 24
V
Validate
compare with verify 70
Validity errors
checking 65
Values
comparing 57
finding in multiple tables 50
Verify
compare with validate 70
Verify button
checking expressions 36
Verify command
using 30, 68
Views
adding new columns 52, 54, 58
column sort order 15
field order
changing 60
removing
blank entries 55
columns 55
W
Web browser
viewing reports 61
Width of fields
adjusting in view 17
Window
Table Layout 17, 35
Worksheets
importing multiple 65
selecting for import 23